The applications list
The list shows the applications still open: ones not yet approved, denied or withdrawn. The most recently submitted come first. Once an application is approved, denied or withdrawn, it leaves this list. You can still reach it from the form submission it was made from, from View the application on an adoption recorded from it, or from its meet and greet on the calendar.
Use Columns to choose which columns you see. Your choice is remembered on this device.
Searching and filtering
Search applicants… matches the applicant’s first name, last name or email. The filters beside the list count what each choice would show:- Stage: each of your stages.
- Housing: the housing type the application gives (House, Apartment, Condo, Townhouse, Mobile home, Farm, Other).
New application
Press New application, choose the Applicant from your people, and press Create draft. This creates a Draft and opens it; everything else is filled in on the record. Applying also marks the person as an adopter. An application can also be made from a form someone sent through your public site. Its record then says From the public form, with a link to open the submission. See Form submissions.Stages
A row of stages runs across the top of every application, in order, so you can see how far along it is. The stages reached are highlighted. Press a stage to move the application there. Every organization starts with these, in this order:
You can rename, reorder, switch off and add stages, and say whether each applies to adoption applications, foster applications or both, under Settings → Animal management → Application stages. See Animal management. People whose role can Configure Animals see an Edit stages link at the end of the row that goes there.
Approved, Denied and Withdrawn are not stages. They are decisions, and each closes the application.
Mark withdrawn
Mark withdrawn, at the end of the stage row, closes the application because the applicant stepped back. It happens at once, with no question first, and records no reason. A withdrawn application cannot be reopened or changed.The application record
The top of the record shows the applicant’s name, the stage, and the day it was submitted (or Not yet submitted).
The record has four tabs.
Beside the tabs are four cards: Assigned to, Pets applied for, This home and these animals, and Applicant, which links to the applicant’s person record and names a co-applicant if there is one.
Answers
The answers are grouped as the form asks them.
A yes-or-no question has three answers: Yes, No and Not asked. Not asked means nobody has found out yet, which is different from no: a landlord nobody has called is not a landlord who said no. A text answer nobody filled in reads Not provided.
Below the answers, people whose role can See Communications find an Emails card listing the conversations about this application. It lists only the mailboxes you have access to, and does not appear when there are none.
Editing the answers
Press Edit to open Edit application. Every answer is optional.
Any custom fields your organization added for applications appear at the end. Press Save.
Once an application is decided or withdrawn, it can no longer be edited.
Meet and greet
The Meet & greet tab is where you arrange for the applicant to meet the animal.
Press Save. Saving a date moves the application to Meet scheduled, and the meet appears on the calendar. Each person on the meet gets a task for that day, and everyone other than you is notified. When you change the date the tasks move with it; take somebody off the meet or clear the date and their open task goes.
After the meet, press Mark completed. Their tasks are marked done.
Notes
Notes your team writes while reviewing the application, newest first.Tasks
The Tasks tab has two cards.- Workflows: the checklists running on this application, on the form submission it was made from, and on the applicant. A checklist can start on its own when an application is received, approved or rejected; see Workflows.
- Tasks: tasks attached to this application, including the meet and greet tasks.
Assigned to
Who on your team is working the application. Use Assign a team member to add someone, and the cross beside a name to take them off. Only members of your team can be assigned, up to ten. Each person you add is notified, unless they added themselves. If the application was made from a form submission, the submission is assigned to the same people.Pets applied for
The animals the applicant asked about, in the order they gave, each with its species, breed and status. Use Add an animal to add another, or the cross beside an animal to remove it, while the application is open. The animals named here are what the match panel compares. They are not necessarily the animals who go home: that is decided on the contract. See Recording the adoption.On hold
A workflow check that fails can put an application on hold. The record then says On hold with the reason, and the application stays at its stage. Press Take it off hold once whatever it was waiting for is resolved. Approving or denying also takes it off hold.This home and these animals
The card beside the record that puts each animal applied for next to this household. It compares the animal’s answers under What this home needs with the application’s answers, and says, for each, one of four things:
Each animal gets a one-line count beside its name, such as “1 conflict · 2 not assessed”, or Nothing standing in the way. The animal’s Placement notes are shown under its rows.
What is compared:
Nothing here scores or ranks applicants or animals. The animals are listed in the order the applicant gave. Anything nobody has assessed is shown as Not assessed, never as a pass, so an animal nobody has checked with children does not read as safe with them.
Approving or denying
While an application is open, Approve and Deny sit under the stage row. Press one to open Approve this application or Deny this application.
Press Approve or Deny to record it.
Deciding:
- closes the application. It shows the decision, the day, the reason and the notes, and can no longer be edited, moved or reopened.
- records who decided and when, and takes the application off hold.
- starts any workflow set to start when the application is approved (on the application, or on the applicant) or rejected. See Workflows.
- gives the same decision to the form submission the application was made from, if there is one.
Recording the adoption
Approval says the applicant may adopt. The adoption itself is recorded on the approved application, by signing an adoption contract. This is the only place in the app an adoption is recorded. An approved application shows three steps, After approval:- Approved, and the day.
- Contract signed: sign it on the Adoption card below; the signature records the adoption.
- Paid and finalized: on each adoption, once it is recorded. See Adoptions.
You need at least one active adoption contract before you can record an adoption. See Contract templates.
Going home
On the Adoption card, choose the animals the contract is for. The animals applied for are offered as quick picks under Applied for; press one to add it. Any other animal can be chosen with Choose an animal (then And another). Remove one with the cross beside its name. Up to ten animals can go on one contract. Adopted on is today in your time zone. Change it if the animal went home on another day.The fee for each animal
Each animal chosen offers its fee:- The fee after any discounts that apply, with each discount and why, or the animal’s fee when no discount applies. This is chosen to begin with.
- the list fee, no discount, when a discount would have applied.
- Another amount, typed in, such as 150 or 0.
Which contract
Which contract? lists the active adoption contracts offered for these animals, as “name · version”. A contract can be limited to certain animals or fees; see Contract templates. If none is offered, the card lists each contract and what it is for. If you have none at all, it says so.What this contract asks
A contract template can ask for up to four answers at signing. Only the ones the chosen contract asks for appear.Signing
- Press Show the contract. The contract appears exactly as it will be signed, with the total Fee for every animal on it.
- If anything is still missing, it says so: Still to answer lists questions not yet answered, and a contract that uses a merge field such as
{{approved_by}}without asking for it must be fixed in its template first. - The adopter types their full name in Type your full name to sign. It starts as the applicant’s name. The typed name is the signature.
- The adopter ticks I have read the agreement above and consent to signing it electronically.
- Press Sign, and record the adoption (or Sign, and record 2 adoptions, and so on).
- records one adoption for each animal, each with its own fee and ledger, dated Adopted on.
- marks each animal adopted, with the adopter and the day as its outcome, and opens an adopter placement.
- keeps a permanent copy of the exact text signed, with the answers given, and notes the contract as signed on every adoption it names.
- refuses an animal that already has an adoption on file.